Visio diagram and site template from Office Online workflow videos

Visio diagram and site template from Office Online workflow videos

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Hello all, Stephen here again. Awhile back I recorded a series of workflow videos that were posted on Office Online:

Watch this: Design a document review workflow solution

Many of you have submitted comments asking if I could make available both the Visio diagram shown in the videos and the solution itself.

I’m happy to oblige (and apologies for the delay), so please find attached to this blog post a .zip file containing the site template (.stp file) and Visio diagram (.vsd file).

A few notes:

  • The solution uses the Document Center site template found in SharePoint Server 2007 (not Windows SharePoint Services), so it must be deployed to a SharePoint Server environment.

  • The site template includes WorkflowDashboard.aspx, but the Data View on that page must be re-created by following the steps in the Part 12 video and the Part 13 video.

  • The URLs used in the e-mail messages in the workflows must be updated to reflect the path of the new site, as mentioned in the Part 14 video.

Hope you find this helpful.

Workflow diagram

Attachment: Diagram and Solution from Document Review
  • Thanks for putting this demo together.  It was great to use SharePoint Designer to create the Dataview and Dashboard page.

    Question:  Where in the workflow do you recommend writing the Dashboard URL variable to the document library?


  • An article on Sharepoint Site Templates

  • Hi Stephen, great information.  I am trying to follow the same exact steps you did in creating a Dashboard of my own but every time I choose OK to the 'Filter Criteria' screen after specifying the parameter to use, the Filter disappears for some reason.  Any idea why this is?  Thanks...


  • Hi,

    Its funny. I have created almost similar business worrkflow using SharePoint Designer. Only difference is it has several approvers and the workflow does back and forward, based on approval/ rejection. I would like to share the add-on features to my workflow:

    1. Workflow History: Capturing the history of the entire process is easy. You can used the " Create a new Item" action in SPD to capture all the require metadata and create a new record in a new list, say Workflow History List.  Cool Tip: Using webpart connections, connect the Dashboard to the Workflow History List, so that clicking on a particular workflow instance directly takes you to the Workflow History for that particular instance/doc.

    2.  A pictorial dashboard: Using Conditional Formating, you could display signs/symbols, which would make the dashboard more informative.  Managers love this kinda thingy :)

    I will save the details for my blog.  Thanks


  • Excellent Tutorial. Stephen.

    But I could not move any further as I'm missing [Workflow Item ID] fields when associated workflow to Tasks list. Am I still missing something.  I'm using MOSS 2007. Can you please help?

  • HI. This tutorial has been so handy, but I have a issue with how the flow works. I am running it as a 3 stage approval flow, and have duplicated the initial review stages to acheive this. The collect data tasks work fine for the first group of reviewers, but once the flow moves to the next stage of reviewers the collect data from user function does not create the same feedback form. Theer is no submit task icon etc, and instead it just displays all the fields of the tasks list.

    I have checked and the included fields/show&hide options are identical to the first batch of reviewers items.

    Its almost as if the workflow is not sending the collect data from users request in the same way.

    Can anyone help please?


  • Everytime I try watching the 2nd and 3rd videos its not playing.  Is something going on with the server today?

  • When I add the step Calculate reminder date and pause. Instead of sending out an email that says "Initial Input has been assigned to you" it sends out "Initial Input has been changed"  I want the assigned group users to get 1 email informing them of the task assignment.  The date change should not be of their concern.  Thanks for any help you have.

  • I am new to sharepoint templates.  I have saved the zip file and would like to upload the template but have been unable to make this work.  Can anyone help?

  • Hi, Stephen.

    I have a little problem with workflow, I made a copy of your solution and modify it. The problem is that the task created by a workflow ara starting with "Not started" status. Not all of the tasks, not always, and not the same. It could be all of tasks and could be only one. Main problem is that the task created with "Not started" status are not able to be completed. Do you have any idea of this?

  • I would like to commend you on such a big effort. This is by far the best hands-on tutorial I ever experienced.

    Is it possible to have multiple reviewers for Reviewer1, 2, and 3. Can I assign a group instead of one peson.

    Best Regards

  • Stephen,

    on the review work, that mirrors your example, i keep finding that either 1, 2, or 3 initial Review displays an error when I try to complete the task.

    I delete the assign review tasks step, and it comes back.


  • Hi Stephen ,I am trying to Create Workflow for Approval i have Created Primarary Workflow and I have Secondary workflow to manage task.

    but i edit task i am getting error like "This task is currently locked by a running workflow and cannot be edited".it works fine if i dont attach workflow to task list.

    any workaround on this


  • Stephen, this workflow is amazing.  I was able to recreate everything until the final email is sent notifying the participants of the final outcome.  The email is received like this and I have no idea how to fix it.  Every other email looks great.  Any ideas would be greatly appreciated.  Thank you for all of your hard work and your willingness to share with others.


    Content-Transfer-Encoding: 8bit

    Content-Type: text/html; charset=utf-8

    MIME-Version: 1.0

    X-Mailer: Windows SharePoint Services (version 3)

    <table style="border-collapse: collapse; width: 100%" dir="ltr" cellspacing="0"><tr

    style="background-color: #f8f8f9; border: thin #e8eaec solid"><td style="font-family:

    Verdana; font-size: 16pt; background-color: #f8f8f9; border: thin #e8eaec

    solid; padding: 20px 20p

  • This has been incredibly useful. Thank you so much!

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